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Student Unique Identification System

Student UID

Student UID Objective

• Provides a way to link students to their school related information through a common unique identification number.

• This is the first step in DPI’s multistage effort to create the NC Common Education Data Analysis and Reporting System (CEDARS).

Student UID in a Nutshell

To provide a NCWISE ID for every student in the state of North Carolina.

The Components

NC WISE Schools

Student UID SystemUID Matching Engine

Program Schools

NCWISE

Student Enrollment in a Public School

NCWISENew StudentsNew Student Enrolled

in School

NCWISE ID

Program Schools

Student Enrollment in a Program School

Program Schools

Student

Student Enrolled in a Program School

Local ID

Migrant

CECAS

LEP

N & D

More at Four

Student UID System

User Roles

User Role Available Functionality

DistrictUsers can assign IDs and resolve near matches for all schools within their assigned district.

School AdminUsers can assign IDs and resolve near matches for their assigned school.

The UID Data… How is it gathered?

Post YET Student Demographic Information

NC WISE (Authoritative Source)CECASMore at FourLEPMigrantN&D

This is known as the UID Student Population.

Student UID System

The UID Life Cycle – Step 1

Student UID SystemStudent UID Population

UID Matching Engine

Source Systems

NCWISE, CECAS, Migrant, More at Four,

LEP, & N&D

1. Student Extract File

Student Extract File

Is a batch file that contains the student demographic information of the records that have

changed or added for that Source System.

The UID Life Cycle – Step 2

Source Systems

NCWISE, CECAS, Migrant, More at Four,

LEP, & N&D

1. Student Extract File

2. F

ile S

ubm

itted

Student UID SystemStudent UID Population

UID Matching Engine

When is the file submitted to UID?

• NC WISE – Daily at 8:00 pm (one file per school)

• Migrant – Every 2 weeks on Friday morning.

• More at Four – 28th day of each month.

• CECAS (EC) – 22nd day of each month.

• LEP – Eventually Daily (working to fix automation).

• Neglected and Delinquent (N&D) – Daily at 3:00 pm.

The UID Life Cycle – Step 3a

Source Systems

NCWISE, CECAS, Migrant, More at Four,

LEP, & N&D

3a. File Comparison

1. Student Extract File

2. F

ile S

ubm

itted

Student UID SystemStudent UID Population

UID Matching Engine

UID Matching Engine

Compares the changed or added student demographic information of the Student Extract file to the UID Student Population to determine if records are a Match, No Match, or Near Match.

What is being Compared?

• First Name• Middle Name• Last Name• Date of Birth• Gender• Social Security Number (if provided)• Alternate Last Name

Exact Match Rules for Student UID:

A new record loaded into Student UID will be considered an exact match if the following data is the same.

– First Name– Last Name– Date of Birth– Preferred NC WISE ID

Exact Match Rule… the Main IDEA!

The UID Life Cycle – Step 3b

Source Systems

NCWISE, CECAS, Migrant, More at Four,

LEP, & N&D

3a. File Comparison

1. Student Extract File

2. F

ile S

ubm

itted

Student UID SystemStudent UID Population

UID Matching Engine 3b. Match Decision(s)

Match = Auto ID LinkingThe submitted student record is determined to be an exact match to the master record it was compared to.Takes the existing NCWISE ID and assigns it to the submitted student record.

No Match = Auto ID AssignmentThe submitted student record is determined that it does not match any record(s) or does not exist in the UID Student Population.New Student Record is created and new NCWISE ID assigned from an identifier pool.

Near Match = Your ResponsibilityThe submitted student record contains some demographic information that matches one or more records within the UID Student Population.

The Results

The UID Life Cycle – Step 3b

Source Systems

NCWISE, CECAS, Migrant, More at Four,

LEP, & N&D

3a. File Comparison

1. Student Extract File

2.Fi

le S

ubm

itted

Student UID SystemStudent UID Population

UID Matching Engine 3b. Match Decision(s)

MatchNo Match

Near Match

4. Resolve Near Matches

Tips for Resolving Near Matches

• If you see the same student in multiple near matches, resolve the newest near match but do not resolve any others. • Report the other near matches to the Help Desk for cancellation, providing

the student’s First and Last Name, ID, and Batch number.

• Research the records involved in a near match before making a decision.

• Work with the other LEA/Charter School to determine if this is the same or different student.

• Never make a “No Match” decision without researching the record.

Student UID Demonstration

Select Resolve Near Matches from drop down box and click Filter Results

Click on the Student Name OR Review and Select

Near Match

Multiple Near Matches

Review each record by clicking on the Student’s Name. Select the radio button for the Matching record, then click Match. If neither are a match, the radio button can be ignored, click No Match.

Review the record by clicking on the Student’s Name

Click Return to List of Near Matches to make your Match or No Match decision

The Comparison Screen

• When determining if a record is a “Match” or “No Match”:– Carefully review the “Compare Student Information” page to view

fields on the two students. • If fields are different between the two students, the background

color will be yellow and the values within the fields are italicized.

– Analyze the records offline if necessary by collecting and comparing more information.

– If the matching student is in a different school or school district, consider contacting the corresponding agency

Duplicates

• If a near match appears to be a duplicate from NC WISE or two records have the same NC WISE ID, do not resolve the near match record. Take the following action:

1. Write down the Batch #, First & Last Name, and NC WISE ID.

2. Contact the NC WISE service desk at dpi.incidents@its.nc.gov and provide them with this information.

Note that appropriate action will need to be taken in NC WISE to resolve these duplicate students before the Near Match process is completed in Student UID.

3. Wait to hear from the NC WISE service desk with updated instructions on how to proceed in Student UID.

Poor “No Match” decision = Duplicates

• UERS report errors, i.e. PMR student report with suspect withdraw status.

• Records can be pulled into different LEAs causing multiple inconsistent records.• Reports affected are:

• Transcript, Attendance, Credit Detail, Student at Risk Data

• Incorrect data being report to other DPI systems.

• Missed federal reporting deadlines due to duplicate cleanup.

Updating Student Data in NC WISE

• If a Student data element from a non-NC WISE source is more accurate than NC WISE, the data in NC WISE should be updated prior to resolving the near match.

• If the near match is resolved, the accurate information from the non-NC WISE source system will be replaced with the inaccurate NC WISE information.

Reminders

• Use the system links and buttons to navigate through Student UID.

• Add student notes to clarify information about existing students in UID.

• Take note of the specific Batch ID you are working with so you can easily locate it in the future.

• Start with the Oldest Batch File first when there are a lot batches.

Best Practices

• Report students that show up in Near Matches in multiple batches to the service desk. Provide the student name and batch number of the oldest batch. then resolve the most current near match

• Resolve your near matches on a daily basis.

• Click the radio button to the left of the student record that has been identified as the matching record before clicking the Match button.

Best Practices

Student UID Resources

Student UID Training site: https://cedarstrain.schools.nc.gov/studentid/customerLogin.jsp

Student UID Production site: https://cedars.ncpublicschools.gov/studentid/customerLogin.jsp

Student UID Resources:http://www.dpi.state.nc.us/cedars/uniqueid/student/training/

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